dm2021 0444
dm2021 0444
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Department of Health
OFFICE OF THE SECRETARY
October 8, 2021
DEPARTMENT MEMORANDUM
No. 2021 -
For the information and guidance of all concerned, attached is the copy of the
Warehouse Operations Manual (WOM). This manual was developed by the Supply Chain
Management Service in consultation with CHD Supply Officers and other DOH
Representatives on warehouse operations with the technical assistance from the USAID
MTaPs.
The DOH Supply Officers and other concerned stakeholders are enjoined to adopt and
use this manual to standardized warehouse operations at the DOH.
Y/ ”
MA. CAROLINA VIDAL-TAINO, CPA, MGM, CESO I
Undersecretary of Health
Procurement and Supply Chain Management Team
Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila ® Trunk Line 651-7800 local 1108, 1111, 1112, 1113
Direct Line: 711-9502; 711-9503 Fax: 743-1829 ® URL: http://www.doh.gov.ph: e-mail: ftduque@doh.gov.ph
Warehouse Operations Manual
Page 0
Department of Health
Supply Chain Management Service
Warehouse
Operations
Manual
2nd Edition
2021
Manila, Philippines
Warehouse Operations Manual (WOM)
2" Edition
2021
The preparation and publication of this manual was made possible through the Technical
Assistance of the Medicines, Technologies, and Pharmaceutical Services (MTAPS) Program,
funded through the United States Agency forInternational Development (USAID).
This document is published by the Department of Health (DOH) — Supply Chain Management
Service (SCMS) with office at Building 12, San Lazaro Compound, Tayuman St. cor. Rizal
Ave., Sta. Cruz, Manila, Philippines 1003, for general distribution.
to
All rights reserved. Subject the acknowledgement of DOH-SCMS, the Manual may be
freely abstracted, reproduced or translated in part or in whole for non-commercial purposes
only. If the entire work or substantial portions will be translated or reproduced, permission
should be requested from the DOH-SCMS.
Page 2
WAREHOUSE OPERATIONS MANUAL Revision No.:
Implementation
DOH-SCMS-WOM Date:
_
Table of Contents
MESSAGE .....uiiiiiiiiiiiiniiitiniienrinniseseesessesne ss seesssessesssesssasssseessessasessnsssanes 4
FOREWORD....cocmmsmnsmmmssscnsrionsosssianissssssssssssssaserasssssssssassssssossissrssans
ACKNOWLEDGEMENTS...
PART I - INTRODUCTION.
eects
1.1 BACKGROUND.........c.ccueennn
eit
PART II —- GUIDING PRICNCIPLES.........ccccoviiiinniinnininiinieiinssnessnesnesnesssnesns 10
10
-
eee
20
PART III STANDARD OPERATING PROCEDURES.........ccccovurirumiriiirerisnnicsenns 21
ees
SOP-01-A: PREPARATION FOR DELIVERY FROM SUPPLIER ........c..ccocvveennnnnnnn. 22
SOP-01-B: PREPARATION FOR DELIVERY FROM UPPER TIERS ...........cccooueee.n. 27
SOP-02-A: RECEIVING OF COMMODITY FROM SUPPLIERS..........ccccooviiiiainnns 32
SOP-02-B: RECEIVING OF COMMODITY FROM UPPER TIERS ........cccoceiuiiinnnne 40
SOP-03: PUT-AWAY ............
SOP-04: STORAGE AND WAREHOUSING... so
cece eres
SOP-05: PICK AND PACK
cs cuvsusiswniisesssssimassissvisyosssisisssss sos ves missassss svn isyssusss 67
cesses
UNSERVICEABLE MEDICAL EQUIPMENT ........cccoiiiiiiiiiieniieiieeie
SOP-08-A: REVERSE LOGISTICS: PRODUCT RECALL ......cc.ccoveiiiiiiiniiiniecenenns 84
77
SOP-08-B: REVERSE LOGISTICS: PULLING ITEMS FROM LOWER TIERS FOR RE-
DISTRIBUTION .......ooiiiiiiiiiiiiiiiieie
SOP-08-C: REVERSE LOGISTICS: RELEASING ITEMS FOR RE-DISTRIBUTION ..96
90
ices
SOP-09: EMERGENCY SUPPLY CHAIN MANAGEMENT ........ccccooviviiiiniiianan. 102
SOP-10:_COLD CHAIN MANAGEMENT.......c..ccoiiiiiiiiiiaiieiieeeieeie
LIST'OF REFERENCES sussssssseusivssssussssiossosstsss assis
eee
ssassssasasssssississsssssasonsnsissssnssns
107
116
Page 3
Republic of the Philippines
Department of Health
OFFICE OF THE SECRETARY
In line with the ongoing reforms in the Department of Health (DOH), guidelines for supply
management are a critical component towards promoting accessibility to quality health
products at all service delivery points. Hence, this Warehouse Operations Manual (WOM), as
an essential part of supply and chain management, has been reviewed and updated with
standards that will be critical in delineating roles and responsibilities of the entire supply
workforce, and harmonise the concept of managing health commodities across all warehouses
managed by the government.
It is thus my fervent hope that the effort exhausted in the updating of this manual will effect
positive changes for the realisation of a healthier, stronger Philippines. Together, let us create
more responsive, more sustainable, and more equitable health systems and communities, for
the benefit of every Juan and Juana.
Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila Trunk Line 651-7800 local 1113, 1108, 1135
Direct Line: 711-9502; 711-9503 Fax: 743-1829: 743-1786 ® URL: http://www.doh.gov.ph; e-mail: fiduque@doh.gov.ph
Republic of the Philippines
Department of Health
OFFICE OF THE SECRETARY
MESSAGE
with our continuous pursuit to improve our services, the Department of Health
In line
presents the second edition of the Warehouse Operations Manual developed by the Supply
Chain Management Service in coordination with the Regional Supply Officers and our partners
from USAID - Medicines, Technologies and Pharmaceutical Services (MTaPS). This manual was
created to establish a system with streamlined processes to guide warehouse workforce in
performing their daily operational tasks. Likewise, this also aims to provide guidance to the
warehouses of both Centers for Health Development and the Local Government Units (LGUs)
to ensure safe and efficient distribution of health care commodities within their area of
jurisdiction.
in
We hope that through this manual, we will be able to
institute the much needed reform
the management, monitoring and distribution of drugs, medicines, and health supplies and
prevent over or undersupply, expiration and wastage and ultimately support the health service
delivery directive of the enhanced FOURmula ONE Plus (F1+) Strategy towards achieving the
Universal Health Care (UHC) by ensuring the availability of essential quality health services at
appropriate levels of care especially for the poor as well as strengthening good governance in
health through improvement and innovations in the entire supply chain management system.
MA. CAROLINA
fll ding
VIDAL-TAINO, CPA, MGM, CESO
ndersecretary of Health
Procurement and Supply Chain Management Team
1
Building 12, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila ® Trunk Line 651-7800 local 2219, 2220. 2221. 2222
Direct Line: 247-6235 URL: http:/www.doh.gov.ph: e-mail: pscmt.officeofusecia gmail.com
FOREWORD
In line with the thrust of the Department of Health on UHC Act implementation and in
support of the further devolution of the health sector, the Supply Chain Management
Service developed these set of standards for warehouse management as an important
part of the Supply Chain Management as a support to Service Delivery of Health
Programs. This is to ensure the availability, and accessibility of safe and effective health
commodities across the country. The SCMS team assumes the technical leadership and
steers the coordination of initiatives to strengthen the country’s Supply Chain
Management, from the national down to the local government level, which ultimately
aims to ensure the delivery of patient-centered quality care.
Standardization of processes and key areas of warehouse management isa step towards
ensuring uniformity of warehouse processes atall levels of supply chain in preparation
to achieving digitalization of supply management processes. This is through the
implementation of the Electronic Logistics Management Information System (eLMIS)
which will provide a more efficient, real-time, accurate data gathering and data
management for monitoring, evaluation of the country’s supply chain for a more
informed decision making.
eal
Director IV
MD, MPH, CESO III
Page 6
ACKNOWLEDGEMENTS
The Department of Health would like to acknowledge the leadership, expertise, support
and dedication of the following persons/ entities who contributed to the finalization of
this Manual:
Page 7
Ms. Leslie C. Cortes (CHD — CARAGA)
Ms. Aileen Sacol (CHD — CARAGA)
Ms. Eleanor D. Lakag (CHD — CARAGA)
Mr . Basir Guru (BARMM )
Mr Isaac Linatoc
.
Ms Cindy Sia
.
Page 8
PART I
- INTRODUCTION
1.1 BACKGROUND
The Department of Health (DOH) dedicates its time in rendering health services to
all the citizens of our nation and so therefore, proper management of Health
Commodities that the government procure are of vital importance in order to
maintain the quality and potency during its storage and distribution. It is a primary
commitment of the Department to provide safe and efficient health commodities to
all Filipino in a timely manner through this initiative in fostering the Supply Chain
Management.
Page 9
PART II - GUIDING PRINCIPLES
2.1 THE SUPPLY CHAIN MANAGEMENT
The country’s health system cannot efficiently implement health services without a
well-planned and well-operated supply chain management system that maintains
availability and accessibility of health commodities atthe point of care. Supply chain
management encompasses the planning and management of all activities involved
in sourcing, procurement and logistics. Importantly, italso includes coordination and
collaboration with channel partners, which can be suppliers, intermediaries, third
party service providers, and customers. In essence, supply chain management
integrates supply and demand management within and across companies and
organizations’.
ae Needs
MR Assessment
* —-
v=] Product
Use/ Custome ~=J1
selection
Service
Monitoring
and Tracking
«(oh
Warehousing
& Distribution =
~~ i
Quantification
i
]
Procurement
Warehouse Management is part of the supply chain management that optimizes and
controls the day-to-day operations in the warehouse to ensure that products are
stored and accounted for properly from the receiving up to releasing processes.
Page 10
This manual focuses on warehouse management operations as an important part of
supply management of health commodities procured by and donated to the
government. The following are the recommended minimum standard processes in
managing warehouses for storing health commodities:
Page 11
4. Storage and warehousing: The process
#1!
Page 12
The manual also includes standard operating procedures for the following specific
processes:
a. Ensure that items are retrieved in cases of product recall notified by the
manufacturer or by the Food and Drug Administration (FDA) due to
manufacturing defects, contamination and other safety concerns associated with
the product.
10. Cold Chain Management — warehouse processes associated with basic handling of
health commodities requiring cold chain management.
Page 13
2.3 HOW TO USE THIS MANUAL
The WOM contains guidelines in warehouse management, and standard
operating procedures arranged according to different parts of warehouse
operations. This includes process flow diagrams and training guides for each
process. Specific details and procedures are discussed accordingly in their
specific sections of this manual. Listed below are the processes covered in the
manual. Each presents the flowchart containing all the procedures and
description of the workflow process.
1. Preparation for Delivery:
a. From supplier — applicable for own procurement
b. From upper tier — applicable for items allocated by either central
or regional level
2. Receiving:
a. From supplier — applicable for own procurement
b. From upper tier — applicable for items allocated by either central
or regional level
Put-Away
si Storage and Warehousing
Picking and Packing
Hig
Dispatch
Management of Pharmaceutical Waste and Unserviceable
Equipment
8. Reverse Logistics
a. Product recall from Manufacturer and/or FDA
Releasing for redistribution
b.
Pulling product from lower tiers for redistribution
c.
9. Emergency Supply Chain Management
10. Cold Chain Management — applicable for warehouses with cold
—E
rooms
N
Curved rectangles signify the starting and end point of a
particular process.
Page 14
A. DEFINITION OF TERMS USED IN THIS MANUAL
Batch/ Lot No. - Distinct group of numbers, letters, or any combination thereof,
designated to identify a drug or device produced during a given cycle of manufacture.
Bill of Lading (BL)- Refers to a form or list of goods used for the computation of
payment to be rendered to the courier for the shipment of goods to
the consignee.
Bin Card — a stock keeping record which hold all information about product/item
placed on pallet in a certain location.
Calibration — Process
of
adjusting the output or indication on a measuring instrument
to comply with values of accuracy and applied standards.
Certificate of Product Registration (CPR) —Document issued by the Food and Drug
Administration (FDA) certifying that health commodities are cleared for distribution
and fit for consumption.
Delivery Receipt (DR) — Refers to documents that describe goods with corresponding
quantity and price as the basis of receipt of item(s)/service(s) provided by the supplier
upon delivery.
Expiration/Expiry Date - the date stated on the label of food, drug, cosmetic, device
or hazardous substance after which they are not expected to retain their claimed safety,
Page 15
efficacy and quality or potency and after which it is no longer permissible to be
utilized.
End-user — Pertains to the specific office which owns the commodity (i.e. Health
Programs).
FDA Test Status Label —Refers to a label indicating the Test Analysis Status of items
which consist of the following distinction:
Quarantine — Commodities affixed with appropriate labels which are still
waiting for the Test Analysis Result from the FDA.
Passed — Commodities affixed with appropriate labels which already conform
to the FDA Test Analysis.
Failed — Commodities affixed with appropriate labels which failed to conform
to the FDA Test Analysis.
Forklift — Industrial trucks operated by a certified operator used to lift and move items
on pallets over short distances and different rack levels inside the warehouse/
storeroom.
Gate Pass — Refers to the clearance on security measures indicating commodities for
dispatch.
Good Distribution and Practices (GDP) — part of quality assurance which ensures
that the quality of a pharmaceutical product is maintained though adequate control
throughout the numerous activities which occur during the distribution process.
Good Stocks — Items that are considered accepted once (1) inspected by Inspection
and Acceptance Committee and (2) Passed the FDA Test Analysis. [tems that are
inspected and are not required to undergo FDA Test Analysis shall be tagged as Good
Stocks as well.
Humidity -
Refers to the concentration of water vapor in the air which indicates the
likelihood of precipitation, dew, or fog.
Page 16
Inventory Label Form label attached to commodities to easily identify stored items
such as Product Identification Label and FDA Status Label.
commodities delivered by the supplier meet the standards and technical specifications
indicated in the Purchase Order/Contract. The committee is composed of the Procuring
Entity/End-user, Property/Supply Custodian, and other relevant unit.
Inventory Stock Keeping Records — Set of documents (such as Bin Card, Stock
Cards, Location Map, Inbound and Outbound Summary Report, and Monthly
Inventory Report) containing necessary information of all commodities stored inside
the warehouse / storeroom for monitoring and updating.
Jack lift — Refers to a mechanical equipment used to lift and move items on pallet
over short distances.
Manual Tally Sheet — is a form used by receiving officers to record data during actual
delivery including vehicle information, item information, packaging information and
item quantity.
Supplier that contains information on the potential hazards (health, fire, reactivity and
environmental) and how to work safely with the chemical product/item.
Page 17
Non-Conformance Report — Report referring to non-compliance of suppliers and
Forwarder to
specified instructions defined by DOH. This report serves as justification
for disapproval of any request and delivery.
Notice to Proceed (NTP) - Refers to a formal letter from the Procuring Entity to the
Supplier indicating the consent to deliver procured commodities in accordance with
the Purchase Order/Contract.
Pallets - Refers to a plastic or wood material used to stack bulk items and larger
cartons. They keep things off the floor and can be used with forklifts or jacklifts to
move around groups of larger items.
Pest Control Procedure on maintaining pest and vermin free warehouse, the pest-
—
control agents used should be safe, and there should be no risk of contamination of
materials and pharmaceutical products.
Pick List — List of items with corresponding instructions on which products shall be
picked from a specific location in the warehouse/storeroom to staging area for packing
in accordance with Shipment Plan and Shipping Documents.
Purchase Order (PO) / Contract— Refers to the contract between the DOH and the
Service Provider awarded by the Bids and Award Committee (BAC) and Head of
Procuring Entity (HOPE) through Public Bidding and other modes of procurement.
Page 18
Quarantine Area — Space in the warehouse in which commodities are isolated
physically or by other effective means while a decision is awaited on their acceptance,
rejection and/or reprocessing.
Receiving Area — Space in the warchouse in which commodities are checked prior
acceptance as to its quality and quantity in accordance with Purchase Order/ Contract
and other Delivery Documents.
Request for Analysis (RFA) — Form issued by FDA for filing request for Test
Analysis.
Request for Inspection (RFI) — Official letter request from Supply Officer the to
Inspection Committee for the conduct of inspection on commodities scheduled for
delivery to DOH warchouse(s).
Request Issuance Slip (RIS) — Form used to document the information associated
with commodity transfer within the office based on request.
Sales Invoice (SI) — Refers to documents that describe goods with corresponding
quantity and price as a basis of payment to the Supplier for the item(s)/service(s)
provided.
Stock Card — a stock keeping record which holds all information about a single
product with different lot numbers / batch numbers, different expiration date and
different location inside the warchouse/storeroom under a single Purchase
Order/Contract. It is the consolidation of all Bin Cards of a single item placed in
different areas inside the warehouse/storeroom.
Storage Area — Appropriate place for the storage of pharmaceuticals and non-
pharmaceuticals in accordance to the commodity’s storage requirement.
Page 19
Temperature and Humidity Monitoring Chart — Refers to a monitoring tool for
consistent reading and recording of Temperature and Relative Humidity inside the
warehouses/storerooms.
Ventilation - is the intentional introduction of ambient air into the warehouse and is
mainly used to control indoorair quality by diluting and displacing indoor pollutants;
as well as to promote thermal comfort or dehumidification.
B. LIST OF ANNEXES
WN
Product Identification Label
em
Incident Report
mt
Pull out Request for Replacement
met
O00
Thermohygrometers Profile & Calibration Plan Database
BD
Pick List
RD ~~
WN
Bill of Lading
RD
Request for Issue Slip
ND
BA
Gate Pass
Manual Tally Sheet
BD JANN
Page 20
PART III - STANDARD OPERATING PROCEDURES
This section of the manual indicates the Standard Operating Procedures as guide to
perform the minimum warehouse operations processes. These procedures promote
seamless operational and informational flow while ensuring adherence to good
distribution and storage practices for health commodities procured by and donated
to the government.
Page 21
DOH-SCMS-
WOM-SOP-01-A
- Et
PREPARATION TRYFROM SUPPLIER
FOR DELIVERY
o
tl a
1. PURPOSE:
To ensure that incoming deliveries from Suppliers are consolidated and scheduled properly
while taking into consideration the ongoing warehouseactivities, urgency of need for
commodities and holding capacity of warehouses.
2. SCOPE:
This procedure covers the process of preparing for deliveries from the processing of requests,
approvalof schedules of delivery, generation of inspection and acceptance reports (ARs), up
to sending store managers the schedule of delivery.
3. RESPONSIBILITY:
Title Responsibility
Supply Officer In collaboration with Store Manager, review, approve and plan
schedules of delivery based on analysis of urgency ofneed, on-
going warehouse activities, warehouse space andother legaland
regulatory requirements such as Notice to Proceed (NTP) and
Purchase Order/Contract.
Office/Division Clerk Assist the Supply Officer in completing clerical tasks associated
with the preparation for deliveries.
4. PROCEDURE:
Page 22
o FDA Certificate of Analysis and/or LotRelease
CPR Certificates (for
e Batch Notification (for Antibiotics) Vaccines)
e LotRelease Certificates (for Deed of Donation/
Vaccines) Deed of Acceptance
(if applicable)
For Donated Items:
* Deed of Donation
e Deed of Acceptance
* FDA Certificate of Analysis and/or
e
CPR
(if
applicable)
Batch Notification (for Antibiotics)
e LotReleaseCertificates (for
Vaccines)
4.4 Review and classify RSDs based onthe Store Manager& e Program Distribution
following: Supply Officer Plan
e Space Availability — Determinethe e PurchaseOrder/
space needed forthedelivery in Contract
coordination with the assigned Store e Notice to Proceed
Manager based on the dimension, no. e Inbound/Outbound
Of cartons, type and quantity of the
Summary Report
commodity being requested for e Summary of awarded
delivery; procurement/ PO/
Contract
e Notice to Proceed —In cases of space
insufficiency in the warehouse,
supplier(s) with the nearest delivery
schedule as indicated in the NTP shall
be accommodated first. For those
Supplier(s) with lapsed NTP,
accommodationshallbe based on the
numberof days passed a fterthe lastday
stipulated onthe NTP. The longer the
days lapsed, the first supplier to be
prioritized;
Page 23
4.6 Approve Requests for Deliveries and Store Manager& e Location Maps,
generatethe Approved RSD form specifying Supply Officer e Inbound/Outbound
the dateand time of delivery of suppliers Summary Report
e Monthly Inventory
e RSD
4.7 Inform Supplier, Donor, Store Managerand Office/Division e ApprovedRSDs
Inspection Committee ofthe Approved Clerk e Summary of
Schedule/s of delivery incoming deliveries
4.9 Prepare the warehouseand staff for the Store Manager e ApprovedRSD/s
upcomingdelivery e PO/Contract
e NTP
Page 24
me
5. PROCESS FLOW DIAGRAM: SOP 1A — Preparation for Delivery from Suppliers
he
REE :
De of Annex 1 - RSD,
NTP, PO, CPR/ Certificate of
analysis, Batch Notification (for
Antibiotics), Lot Release Certificates
—
Reject
Annex 3 - Non-Conformance Form
Accept RSD
¥
Collateall RSD
v
Classify RSDs
Annex 8 - Location Map,
——
Schedules of incoming deliveries
and dispatch
Can be Advise for re-
accommodated? scheduling
v
Annex 4 - Request for Inspection,
Approve Schedules of Delivery Annex 5 -IAR,
Updated Schedule of incoming
Send Schedules of Delivery and Request for Inspection to Store managers and Inspection Committee. ]
6.1 Requests for Deliveries (RSDs) with incomplete or incorrect documents shall be rejected
outright. Fill-out “Non-conformance Report” (Annex 3) and have the requesting personnel co-
sign the form. Providea copy to therequesting party before departure and instruct to request for
anew schedule of delivery.
6.2 Requests for Deliveries which cannot beaccommodated shall be re-scheduled accordingly.
Page 25
DOCUMENTATION AND ATTACHMENTS:
Page 26
DOH-SCMS-
WOM-SOP-01-B PREPARATION FOR DELIVERY FROM UPPER TIERS
1. PURPOSE:
To ensure that incoming deliveries allocated by the upper tier (i.c., DOH Central Office or
DOH Regional Office) are consolidated and scheduled properly while taking into consideration
the urgency ofneed for commodities, ongoing warehouseactivities and holding capacity of
warehouses.
2. SCOPE:
This procedure covers the process of preparing for deliveries from the processing of requests,
approval of schedules of delivery, up to sending store managers theschedule of delivery.
3. RESPONSIBILITY:
Title Responsibility
Supply Officer In collaboration with Store Manager. review, approve and plan
schedules of delivery based on analysis of urgency ofneed, on-
going warehouse activities, warehouse space and other legaland
regulatory requirements.
Office/Division Clerk Assist the Supply Officer in completing clerical tasks associated
with the preparation for deliveries.
4. PROCEDURE:
Page 27
|—
e Space Availability Determine the
—
45 Prepare the warehouse and staff forthe Store Manager e Delivery Notification
upcomingdelivery Form
5. PROCESS FLOW DIAGRAM: SOP 1B —Preparation for Delivery from DOH Central Office/
Regional Office
Annex 2 - Delivery Notification
Receive Delivery Notification
Form (DNF)
Coordinate with
Complete?9 the consignor
:
—
¥
Prepare the warehouse and staff for
the upcoming delivery
y Updated Schedule of incoming
deliveries
Page 28
6. CONTINGENCY STEPS: CORRECTIVE ACTIONS:
6.1 Coordinate with the consignor pertaining any discrepancy or incomplete information on the
delivery notification form.
6.2 Coordinate with the consignor on the preferred date(s) of delivery based on your schedule of
transactions, availability of space and staff. If delivery request shallbe re-scheduled, indicate the
reason accordingly.
Page 29
Preparation for Delivery From Suppliers
|
Receive RSD
is —
Accept RSD
oo
Committee of the Approved
I
Schedules of Delivery
y
- A 1
"==="
Cut-off: --
"=" ""
=
|=" > {
Ee
Send
’
Schedules
== =
of Delivery
=L_ of
Siemon
accommodate the Approved based the schedule
Store managers and Inspection | | proved
Committee :
Page 30
Preparation for Delivery From the upper tier (Central Office/ Regional Office)
Receive DNF
Toso
Cut-off: --
Verify completeness and
appropriateness of DNF
Collate DNF
a ei
y
_ —
Planan Schedule
Schedule of of Deliveri
Deliveries
Cutoff:
|
Approve Request for Schedules of Delivery
to
\
»
EC
1
__ -
|
LN =
d=
Cut-off: --
Page 31
DOH-SCMS-
RECEIVING OF COMMODITY FROM SUPPLIERS
WOM-SOP-02-A
1. PURPOSE:
To ensure commodities delivered by suppliers are received, inspected and processed in the
warehouses according to legal standards and Manufacturer's / Supplier's requirements.
2. SCOPE:
This procedure covers the process of receiving, inspection, and processing of commodities
upon arrival through routine delivery activities including submission of documents to
concerned offices in the department.
3. RESPONSIBILITY:
Title Responsibility
Store Manager Confirm schedule of receiving with inspection committee; oversee
the receiving and inspection of commodities; facilitate FDA Random
Sampling (if applicable) and supervise staff on their delegated tasks.
Store Supervisor Receive and validate delivery documents from suppliers and
supervise store keepers andstore helpers in performing subtasks
during the receiving process. Ensure properand complete filing of
Delivery Documents. Validate inventory stock keeping records.
Store Keeper Assist in the receiving process and assist in FDA Random Sampling
(if applicable). Update inventory stock keeping records and facilitate
encoding ofinventories in the warehouse management system.
Store Helpers Facilitate unloading, sorting and conveying of received commodities
following Good Storage Practices and Manufacturer’s Requirements.
One of the store helpers shall be a certified forklift operator for
warehouses requiring them.
Security Perform security protocols and recording of transactions atthe start
and end of thereceiving process.
Page 32
4. PROCEDURE:
Page 33
If there's a discrepancy, perform
contingency step 6.2. Otherwise, continue
offloading
Pharmaceuticals (Qualification):
e Generic Name (Brand Name, if
any)
Dosage Strength
Dosage Form
Batchand/or Lot Number
e Expiration Date
o Shelf Life upon delivery
(Computed)
Labeling Instructions
CPR
Other Technical specifications
Non-Pharmaceuticals:
e Serial Number/s
e Warranty Certificate/s (if
applicable)
Brand
Expiration (if applicable)
e Other Technical specifications
Page 34
e Stack cartons on palletsat least 10cm
(4 inches) offthe floor with no more
than 2.5 meters (8 feet) high;
e Place liquid products onlower shelves
or bottom of stacks. Fragile items shall
be stacked with no more than 1.5
meters (5 feet) high;
e Stack of cartons per pallet should fit
in
to the standard height of rack beams
o Ensure that there isno reversed
stacking of carton per pallet;
e Placeclingwrap/ plastic wrap ontop
of the stack to maintain stability
during storage and transport.
Avoid Pallet Overhang— This can reduce top to bottom compression resistance of corrugated
cartons and might incur damages on products.
1
Overhang Overhang
Interlocked
Page 35
Observe Column Pattern or Combination Pattern — To ensure full potential strength of
corrugated cartons.
NOTE: Adhere to the stacking requirement based on the Manufacturer's and/or Supplier’s
recommendation (ifthere are any)
4.10 Preparation and/or updating of Bin Store keeper Delivery Documents
Cards:
e Produce/Update Bin Card forall
commodities containing the following
informationbutnotlimited to:
o Complete item description based
on the PO/Contract.;
o Unit of measurement based on the
PO/Contract.;
PO./Contract no.;
Supplier;
O0OO0O0OO0OO0
Price perunit;
Date Received;
Quantity;
O00
Lot/Batchnos.;
Expiry date(s);
0 Location Code (If applicable)
Location Map - Set the location where the Store Supervisor Bin Cards
received commodities will be placed. Delivery Documents
Updatelocation map per pallet forall
commodities inside the warehouse using
the suggested template and/or Warehouse
Management System.
Page 36
be subjected to FDA Test
analysis. Orif commodities
already conformed to FDA Test
Analysis and/oraccepted already
by the End-user.
e Staging Area —if received
commodities are only for cross
dockingand ready for
distribution.
4.13 Consolidate all delivery documents and Store Supervisor Delivery Documents
send to Office Clerk for the preparation Notice of Delivery
and submission of Notice of Delivery
(NOD) toCOA within 24 hours from the
time of delivery.
4.17 Oversee/ supervise all activities mentioned Store Manager Delivery Documents
above, ensure that tasks are efficiently
performed, and counter check accuracy of
all data produced by warehouse staff.
Facilitate directassistanceif necessary.
Page 37
5.
fy
re
PROCESS FLOW DIAGRAM: SOP 2A — Receiving of commodities from Suppliers
Reject Delivery
Annex 3 —Non-
conformance Form
————
Dimension and Volume of cases/carton.
Annex 5 —IAR
Annex 3 —Non-
conformance Form
Accept delivery
v
Sort items according to batch no. in each pallet
v
Conduct Random Sampling (for commodities
requiring FDA Test Analyses)
Finalize IAR
A
v Annex 8 - Inbound Summary Report
y
Encode RFA for samples collected for submission to Annex 11- Notice of Deliverv (NOD)
FDA. Maintain FDA Result Status Database
¥
File copies of delivery documents and Inventory
Annex 27 — Request for Analysis (RFA)
Stock Keeping Record Annex 26 — FDA Test Status Database
Page 38
CONTINGENCIES: CORRECTIVE ACTIONS:
6.1. Deliveries with incomplete or incorrect documents shall be rejected outright. Fill-out “Non-
conformance Report” (Annex 3) and have the delivery personnel co-sign the form. Provide a
copy to the delivery personnel before departure for submission to the supplier and instruct to
request fora new schedule of delivery. Ensure to
file all fulfilled Non -conformance Reports.
6.2. Inform the Office Clerk on the actual dimension and volume of cartons/cases to facilitate
correction in the database if there are any. Record the actual dimension and volume of
cartons/cases in your inventory keeping records.
6.3. Deliveries with damaged/expired items and unmet specifications shall be rejected outright.
Inform the Inspection Committee and fill out “Non-Conformance Product Report” (Annex 3)
and havethe delivery personnel co-sign the report. Inform the consignor, provide a copy tothe
delivery personnel before departure and instruct to request for a new schedule of delivery to
compensate for thoserejected items and quantities. Ensure to file all fulfilled Non-conformance
Reports.
Page 39
DOH-SCMS- UPPE
RECEIVING OF COMMODITY / FROM UPPER
7 ERS
TIERS 1
WOM-SOP-02-8
1. PURPOSE:
To ensure commodities delivered by the upper tier (DOH Central or Regional Office) are
received, inspected and processed in the warehouseaccording to legal standards and
Manufacturer’s/ Supplier’s requirements.
2. SCOPE:
This procedure covers the process of receiving and processing of allocated commodities from
DOH Central/ Regional Offices thru routine delivery activities including submission of
documents to concerned offices in the department.
3. RESPONSIBILITY:
Title Responsibility
Store Manager Confirm schedule of receiving and supervise warehouse staffon
properreceiving and handling of items based on Good Storage
Practices and product specifications.
Store Supervisor Receive and validate shipping documents from the courierand
supervise store keepers andstore helpers in performing subtasks
during the receiving process. Ensure proper and complete filing of
Shipping Documents. Update inventory stock keeping records.
Store Keeper Updateinventory stock keeping records and assist in the unloading,
sortingand conveying of received commodities following GSP.
4. PROCEDURE:
Page 40
42 Receive shipping documents after security Store Supervisor e Shipping Documents
check
Page 41
® Placeliquid products onlower shelves
or bottom of stacks. Fragile items shall
be stacked with no more than 1.5
meters (5 feet) high;
e Stack of cartons per pallet should fit in
to the standard height of rack beams
e Ensure that there is no reversed
stacking of carton per pallet;
® Placeclingwrap/ plastic wrap ontop
of the stack to maintain stability
during storage andtransport.
Avoid Pallet Overhang — This can reduce top to bottom compression resistance of corrugated
cartons and might incur damages on products.
4mm Overhang
1
Overhang Overhang
Interlocked
Page 42
Observe Column Pattern or Combination Pattern — To ensure full potential strength of
corrugated cartons.
NOTE: Adhere to
the stacking requirement based on the Manufacturer's and/or Supplier’s
recommendation (ifthere are any)
4.8 Preparation and/or updating of Bin Store keeper e Shipping Documents
Cards:
e Produce/Update Bin Card per pallet or
location forall commodities
containing the following information
but not limited to:
o Complete item description based
on the PO/Contract.;
o Unit of measurement based on the
PO/Contract.;
o PO/Contractno.;
o Supplier;
o Unit cost;
o DateReceived:
© Quantity;
o Lot/Batchnos.;
o Expiry date(s);
o PTR/BL Control Number (If
applicable);
o Location Code (If applicable)
e Endorse to the Store Supervisor for
counter checking.
49 Location Map - Set the location where the Store Supervisor e BinCards
received commodities will be placed. e Shipping Documents
Updatelocation map per pallet or location
forallcommodities inside the warehouse
using the suggested templateand/or
Warehouse Management System.
Page 43
e Storage Area —if received
commodities are notrequired to
be subjected to FDA Test
analysis. Orif commodities
already conformed to FDA Test
Analysis and/oraccepted already
by the Inspection Committee.
e Staging Area —if received
commodities are already for
distribution (Good Stocks).
4.11 Consolidate all shipping documents and Store Supervisor Shipping Documents
send to Office Clerk for the preparation Notice of Delivery
and submission of Notice of Delivery
(NOD) to Commission on Audit (COA)
Page 44
5. PROCESS FLOW DIAGRAM: SOP 2B —Receiving of commodities from Upper Tiers
(DOH Central Office/ Regional Office)
¥
Annex 2 - Delivery Notification Form
Check the Completeness of Shipping Annex 21 — Property Transfer Report (PTR)
Documents Annex 22 -Bill of Lading (BL)
LL
Are documents
complete and compliant Annex 3 - Non-
with the approved date conformance Form
of delivery?
L
Inspect commodities
ER
Stack commodities based on GSP
—
Annex 7 - Location Map,
Update Inventory Stock Keeping Records Annex 8 - Inbound Summary Report
Annex 10 - Monthly Inventory
s
Consolidateall shipping documents and send
to Office Clerk for the preparation of NOD
Page 45
CONTINGENCIES: CORRECTIVE ACTIONS:
6.1. Deliveries with incomplete or incorrect documents shall be rejected outright. Fill-out “Non-
conformance Report” (Annex 3) and have the delivery personnel co-sign the form. Infor the
consignor, provide a copy to the delivery personnel before departure and instruct to request for
anew schedule of delivery. Ensure file all fulfilled Non-conformance Reports.
to
6.1.1. Emergency deliveries which donothave Delivery Notification Form shall be accepted if
it is communicated and duly approvedby the consignor, End-user and warehouse custodian.
6.2. Inform the Office Clerk on the actual dimension and volume of cartons/cases to facilitate
correction in the database if there are any. Record the actual dimension and volume of
cartons/cases in the inventory keeping records.
6.3. Deliveries with damaged/expired items and unmet specifications and damages shall be rejected
outright. Fill out “Non-Conformance Product Report” (Annex 3) and have the delivery personnel
co-sign the report. Inform the consignor, provide a copy to the delivery personnel before
departure and instruct torequest fora new schedule of delivery to compensate for those rejected
items and quantities. Ensure to file all fulfilled Non-conformance Reports.
Page 46
Receiving of Commodities From Suppliers
Coordinate Receiving
Schedule to Inspection
Committee
—_—
Cut-off: --- mins
Confirm Inspection
Schedule
Receive Delivery
Documents
}
Supervise offloading of
the deliverv vehicle
—
Inspect commodities, Conduct Random Sampling
Accept delivery
v
Consolidate all
delivery documents Update Inventory
and send to Office [«¢ Stock-keeping
Clerk for the Records
preparation of NOD
Page 47
Lee
Receiving of Commodities from Upper Tiers
NIGER
—
Store Manager Store Supervisor Store Helper Timeline/Schedule
Coordinate Receiving
Schedule to Supply
Officer
Cut-off: --- mins
Confirm delivery
Schedule
v
Check the Completeness of Shipping Documents Cut-off: --- mins
.
Supervise offloading of the delivery vehicle
v
Inspect commodities
haaiaw
Accept delivery
v
Consolidate and file Update Inventory
all delivery
le] Stock-keeping
documents Records
Page 48
DOH-SCMS-
WOM-SOP-03 PUT-AWAY
1. PURPOSE:
To ensure that the health commodities are stacked, handled properly and transferred to theappropriate
area for storage.
2. SCOPE:
This procedure covers the process of putting away thereceived health commodities to their specific
locationin the warehousea fier the receiving process.
3. RESPONSIBILITY:
Title Responsibility
Store Supervisor Oversee the put away process and facilitate updating/producing Stock Cards
peritem.
Store Keeper Ensure all commodities are correctly labelled (with Bin Card and/or Product
Identification Label per pallet/position); stored properly and inventory stock-
keepingrecords updated. Assist in the transfer of commodities to its assigned
storage space based onthe Location Map following proper techniques.
Store Helpers Ensure proper stacking of commodities to pallets, facilitate transfer of stacked
commodities to its assigned storage space based on the Location Map
following proper techniques. Ensure presence of Bin Card and/or Product
Identification Label per pallet/position. One ofthe store helpers shallbe a
certified forkliftoperator for warehouses requiring them.
4. PROCEDURE:
42 FDA Status Identification — For product requiring Store Keeper e FDA Result Status
FDA Test Analysis, print and affix FDA Status Store Helpers Database
Identification Label perpallet or per Bin Card: e Delivery/Shipping
® Quarantine (yellow) - commodities waiting for Documents
FDA
test analysis result
Page 49
® Passed/ Good Stocks (green) - commodities
thatalready conform to FDA test analysis
and/or commodities which do notrequire FDA
Test Analysis and already accepted by the
End-user
4.6 Transfer commodities to its assigned storage space Store helper Location Card/Map
after counter checking Store keeper Warehouse
Management System
47 Preparation and/or updating of Stock Cards: Store Supervisor Delivery/Shipping
e Produce/Update Stock Card peritem Documents
containing the following information butnot
limited to:
o Complete item description based on the
PO/Contract;
© Unit of measurement based on the
PO/Contract;
PO/Contractno.;
Supplier;
O0OO0OO0OO0
Unit cost;
Date Received;
O00
Quantity;
Lot/Batchnos.;
O00
Expiry date(s);
PTR/BL Control Number (If applicable)
Page 50
e Endorse to the Store Manager for
counterchecking.
48 Oversee/ supervise all activities mentioned above, Store Manager e Delivery/ Shipping
ensure that tasks are efficiently performed, and Documents
I
counter checkaccuracy of alldata produced by e Location Map
warehouse staff. Facilitate directassistance if
necessary.
v
Annex 6A - Bin Card
Print FDA Status label per pallet or per Bin Card Annex 13 —FDA Status Label
v
Receive Location Map and counter check the temperature Annex 7 — Location Map
requirement of items for storage
for Cold
Are items Endorse to Cold Chain Manager (See the latest
Chain Storage? Cold Chain Management Guidelines)
y Yes
Transfer commodities to
y
Update Stock Cards
bee
v
~
Counter check Stock Cards and ensure file copy are available for
reference Annex 6B — Stock Cards
Page 51
CONTINGENCIES; CORRECTIVE ACTIONS:
6.1. Facilitate correct stacking based on the guidelines on proper palletization (see general palletization stated
in receiving process or based on Supplier's Recommendation) and adjust accordingly.
6.2. Inform Store Supervisor to consider changing the designated storage area appropriate for the commodity.
6.3. Instruct warehousestaffto correct data entry, update documentation accordingly and facilitate subtasks
accurately and completely.
Page 52
a
Put away
ry
Ensure proper stacking of commodities on pallets. Cut-off: --- mins
Page 53
DOH-SCMS-
WOM-SOP-04 STORAGE AND WAREHOUSING
1. PURPOSE:
To ensure that health commodities are stored and protected in a manner that conforms to Good
Storage Practices and manufacturer’s/supplier’s recommendation.
2. SCOPE:
3. RESPONSIBILITY:
Title Responsibility
Store Manager Monitor the overall routine warehouse management tasks and ensure
GSP guidelines are observed atall times.
Store Supervisor Monitor proper stacking and labeling of all commodities. Keep
assigned inventory stock keepingrecords updated atall times.
Page 54
4.2 WAREHOUSE INTERIOR
4.3.2 Segregation of Commodities - Ensure that items are Store Manager Warehouse
efficiently segregated based onits properarea, considering Store Operations
that First-Expiry-First-Out (FEFO) and First-In-First- Supervisor Routine
Out (FIFO) Principles are respected at all times. Checklist
e Transferbatch/lotof items which are first Location Map
expiring/received in front or threshold of other Corrective
batches with later expiry or laterreceiving date to Requisition on
promote ease on work flow and dispatch; Warehouse
eo
UpdateLocation Map whenevermovementof items Operations
occurs.
Page 55
*If there are commodities not properly stacked on pallet,
perform Contingency Step 5.4
4.3.5 Ventilation — Ensure ventilation and cooling by Store Manager Supplies Request
opening windows orairvents of the storage areas to allow Store Form
aircirculation and promote dehumidification if relative Supervisor Corrective
humidity exceeds acceptable limits inside the Requisition on
warehouse/storeroom. Warehouse
Operations
*If there are broken/non-functioning or insufficient
fans/air vents, perform Contingency Step 5.6
4.3.6 Temperature and relative humidity monitoring— Store Manager Temperature and
Ensure that thermohy grometer units are placed throughout Store Relative
the storage area for balanced monitoring. Supervisor Humidity
e For Vaccines. it is recommended to installa Monitoring
computerized monitoring system that can be directly Chart
linked with the temperature monitoring devices in Thermohygromet
differentlocations inside the coldroom or freezer er’s Profile
room for continuous monitoring. This computerized Database
temperature monitoring system must enable ready Calibration
accessto
all times.
temperature readings onsite and remotely at Certificate
Corrective
® Maintain Temperature and Relative Humidity Requisition on
Monitoring Charts and Calibration Certificate hanged Warehouse
next to each thermohygrometer unit; Operations
e When computerized system fails to function, ensure
to manually update and record Temperature and
Relative Humidity Readings at least twice daily
(Momingand Afternoon) using monitoring chart
until the computerized temperature monitoring
system is functional
e Regularly check all Thermohygrometers if properly
functioning and calibrated based on the
recommendation of National Metrology Laboratory;
Page 56
eo
Keep Thermohygrometers Profile Database updated
and facilitate advance re-calibration two (2) months
or earlier prior its suggested re-calibration dates;
e Ensure that recalibration date do not overlap with
other thermohy grometer units enable to maintain
available units inside the warehouse.
4.3.9. Product Identification — Ensure all products per Store Manager Warehouse
pallet are properly identified with readable, accurateand Store Operations
complete Bin Card or Product Identification Labelatall Supervisor Routine
Hiiias: Checklist
Bin Card
Page 57
Product
*If there are unreadable label and/or changes on the Identification
information per pallet, perform Contingency Step 5.9 Label
Corrective
See Annex 12— Product Identification Label Requisition on
Warehouse
Operations
4.3.10 FDA Status Identification — Ensure all products Store Manager Warehouse
requiring FDA Test Analysis are properly affixed with Store Operations
readable, updated and complete FDA Status Label per Supervisor Routine
Checklist
pallet:
FDA Status
® Quarantine (yellow) — still waiting for FDA test
analysis result and acceptance from the end-user Identification
® Passed/ Good Stocks (green) - for commodities that Label .
conform to FDA test analysis and/or accepted by the Corrective
end-useralready Requisition on
e Failed/ Bad Stocks (red) — for commodities which Warehouse
failed to conform to the FDA Test Analysis and/or Operations
rejected by the End-user
cards:
e Reviewallattachment of Stock Cards of allitems Delivery
stored ensuring that data complement with Bin Cards Documents
and other attachments;
® Make sure that Stock cards are accessible and
appropriately filed in their designated folder.
Page 58
*Ifnot updated and/or there are discrepancies
discovered, perform Contingency Step 5.15—5.16
4.4.3 Counter Checking of Location Map Store Manager Warehouse
Check theconsistency of data in Stock Cards and Store Operations
actual count of commodities based onthe location Supervisor Routine Checklist
Delivery
map; Documents
Ensure that warehouse staff regularly the Location
Location Map
Map
every after transaction.
ConductRandom orcycle physical inventory ona Monthly
weekly and monthly basis. Inventory
Page 59
immediately inform the end-userand supply planning
unit forurgent allocation and distribution.
*If there
are broken/non-functioning or insufficient
warehouse equipment, perform Contingency Step 5.21
Page 60
4.7 WAREHOUSE HOUSEKEEPING
contamination:
of
staging, releasing and rejected areas to avoid any form Utility Staff
Store helper
Operations
Routine Checklist
e Keepallnecessary cleaning materials available at all e Corrective
times; Requisition on
e Sweep and mop orscrub the floors ofthe warehouse Warehouse
regularly; Operations
e Wipe down the shelves and products to remove dust
and dirt;
® Clean bins, shelves and cupboards as necessary;
e RequestRodent traps if necessary.
*If cleaning materials areinsufficient and/or not
functioning, perform Contingency Step 5.22
Page 61
4.10 WAREHOUSE SAFETY AND SECURITY
Page 62
Visually inspect fire extinguishers/ fire sprinklers Warehouse
every 2-3 months to ensure that pressures are Operations
maintained and the extinguisher is ready for use;
Service fire extinguishers and sprinklers at least
every 12 months;
Contact details for fire-fighting department should be
easily accessible in case of emergencies;
Ensure availability of smoke detectors throughout the
storage facility and check them every 2—3 months to
ensure that they are working properly;
Strictly prohibit smoking in the store;
Clearly mark emergency exits and check regularly to
be
sure that they are not blocked or inaccessible.
*If there are broken/non-functioning or insufficient fire-
fighting units and smoke detectors, perform Contingency
Step 5.25
5:2; Take photos showing thebroken/non-functioning ceilings, drainage, and lighting. Request for
necessary repairand intervention to promote smooth and safe operations in the warehouse,
request for renovation to complement the ideal warehouse facility interior. Produce Corrective
Requisition on Warehouse Operations (See Annex 14) to be submitted to the Supply Officer.
Referto Warehouse Essentials (See Annex 28) to observe warehousing standards.
5.3: Take photos showing the current situation of the warehouse and produce Corrective
Requisition on Warehouse Operations (See Annex 14) to be submitted to the Supply Officer.
In cases of warehouse congestion and/or stock completion for picking and packing,
recommend facilitating stock transfer to other available warehouses if
necessary. Refer to
Warehouse Essentials (See Annex 28) to observe warehousing standards.
54. Instruct store keeper and store helper to correct the stacking based on the guidelines on proper
palletizationand adjust accordingly.
5.5. Take photos of the damaged and/or expired item/s and facilitate investigation on its occurrence.
Produce Incident Report (See Annex 16) and inform the Store Manager for proper
documentation and corrective actions in accordance with latest issuance/guidelines on waste
management for pharmaceuticals and equipment.
5.6. Take photos showing the broken/non-functioning unit of fan(s)/air vent(s) and request an
additional unit if already insufficient to promote ventilation for the entire warehouse. Produce
Corrective Requisition on Warehouse Operations (See Annex 14) to be submitted to the
Page 63
Supply Officer. Refer to Warehouse Essentials (See Annex 28) to observe warehousing
standards.
5.7. Take photos showing the broken/non-functioning Temperature and Humidity Monitoring
Device and request additional unit if
already insufficient to cover monitoring of the entire
warehouse. Produce Corrective Requisition on Warehouse Operations (See Annex 14)to be
submitted to Supply Officer.
5.8. Ensure that air conditioners and fans are always working properly, and the storeroom
ventilatedaccordingly. If not, request for air-conditioning maintenance/ repair and facilitate
transfer of commodities to appropriate pla ce/area in accordance with its storage temperature
requirement immediately. In case, there are no other places in the warehouse where the
commodity can bestored according to its temperature and humidity requirements, initiate
stock transfer to other warehouses suitable forthe storage of the commodity as necessary while
air-conditioning maintenance/repair is being conducted.
5.9. Instruct Store keeper to produce/update Bin Cards and or product labeling per pallet.
5.10. Instruct warehouse staffto affix an updated labeling on FDA Status per pallet.
5.11.Instruct warehouse staffto affix Failed FDA Test Status Label to commodities which do not
conform to Test Analysis and facilitate transfer of commodities to isolated areas
(Rejected/Damaged Area to preventmix up and unintended issuance not later than 24 hours
upon receiptof FDA Test Result. Ifthere’s no available area for Rejected/Damaged items,
ensure that commodities are properly labelled or segregated in a manner that prevents mix -up.
Further, producean official letter to the supplier with the instruction to pull out failed
commodities not later than five (5) days uponreceiptof theletter. (See Annex 17).
5.12.Instruct warehouse staffto affix Passed FDA Test Status Label to commodities whichalready
conform to Test Analysis (Good Stocks) and facilitate transfer of commodities to appropriate
area (Storage area) from Quarantine area. Ensure thatcommodities are properly labelled or
segregated in a manner that prevents mix-up with items that are on quarantine or
rejected/damaged. Further, follow up theapproved Allocation List and/or shipment plan from
the end-user and supply planning unit. If commodities with passed FDA Test Status and
alreadyaccepted by the End-user, have Approved Allocation List and shipment plan, prepare
Shipping Documents (Annex 25,26 and/or27)
5.13.Instruct Warehouse staffto produce/update Bin Card per pallet/ location of item.
5.14. Instruct Warehouse staffto correct invalid data entry, update accordingly and complete all the
attachments needed to support every transaction in the Bin Card.
5.15. Instruct Warehouse staffto produce/update Stock Card per item in the warehouse.
5.16.Instruct Warehouse staffto correct invalid data entry, update accordingly and complete all the
attachments needed to support every transaction in the Stock Card. Ensure that data between
Stock Card and Bin Card complement each other.
5.17.Investigate why there are discrepancies between quantities on inventory and stock cards.
Correct accordingly if confirmed that quantities are still intact. Ifthereare missing items, refer
to contingency step 6.18
Page 64
forproper documentation and corrective actions in
accordance with latest issuance/guidelines
from Commission on Audit and Accounting Unit.
5.19.Instruct Warehouse staff to correct invalid data entry in the outbound/inbound summary report
and complete missing data (if there are any).
5.20. Determine whatare the needed warehouse signa ge, floor markings including their quantity.
Produce Corrective Requisition on Warehouse Operations (See Annex 14)to be submitted to
Supply Officer. Referto Warehouse Essentials (See Annex 28) to observe warehousing
standards.
5.22.Inform Store Manager ofthe needed cleaning materials and fillup Corrective Requisitionon
Warehouse Operations (See Annex 14).
5.23.Inform Store Manager and coordinate with appropriate office/agency for Pest Control
scheduling.
5.24. Determine whatare the needed personal protective equipment including quantity. Produce
Corrective Requisition on Warehouse Operations (See Annex 14) to be submitted to Supply
Officer. Referto Warehouse Essentials (See Annex 28) to observe warehousing standards.
5.25.Determine whatare the needed fire-fighting units and smoke detectors including their quantity.
Produce Corrective Requisition on Warehouse Operations (See Annex 14)to be submitted to
Supply Officer. Refer to Warehouse Essentials (See Annex 28) to observe warehousing
standards.
Page 65
Storage and Warehousing
Store Manager
RII a BT 8 Store Keeper Store Helper
I. Monitoring of Space
Il. Sanitation
II. Product Quality Monitoring
Stacking of Commodities
S<2 Inventory Label Monitoring
Temperature and Relative Humidity
Monitoring
VIL Ventilation
Protection of commodities from Sunlight
BuRE
Segregation of commodities
FEFO/FIFO Principles
. Security Monitoring
XII. Safety and Precautionary Measures
XIII. Protection against Fire
XIV. Pest Control
Page 66
DOH-SCMS-
WOM-SOP-05 PICK AND PACK
1. PURPOSE:
To ensure that health commodities are assembled accurately based onthe approved Allocation List
or Requisition from the Health Program and/or Supply Planning Unit prior to shipmentof goods.
2. SCOPE:
This procedure covers the process of the picking and packing in the warehouse including associated
documentation.
3. RESPONSIBILITY:
Title Responsibility
Store Manager Generatepick list, based on the shipment plan, approved Allocation
List and/or PTR/BL, for endorsement to
store supervisor; checkand
approveassembled shipments and affix signature in the required
documents.
Store Keeper Assist in pickingand packing of items per facility. Ensure accuracy
of pickingand packing.
Store Helper Pick items based on the pick list, place items in designated areas for
packingand assemble items per facility.
Office Clerk/ Encoder Prepares PTR/BL/RIS in accordance with the approved shipment
plan, approved Allocation List and/or official approved request.
4. PROCEDURE:
Ref. Key Step Responsibility Reference
No. Document/Record
4.1. Generate Shipping Documents Office Clerk/Encoder o Approved Allocation
(PTR/BL/RIS) based on approved List
Allocation List, Shipment Planand/or o Approved Request
Officially Approved Request from Health e Monthly Inventory
Programs or Supply Planning Unit. Report
e Shipment Plan
Endorse to Authorized Personnel for
i
signature.
Page 67
Location Map
Pick List details shallinclude information
from PO/Contract, DR/SIand location
map as follows but not limited to:
* Location code
+
Productname
+
Dosage Form and Strength (for
pharmaceuticals)
+
Unitof Measure
*
Quantity
« Batcl/lot number
*
Expiry Date
4.5. Place the products in the designated area Store helper e Pick list
e Shipment Plan
If the designated areafor picking and e Approved Allocation
packing is notavailable, perform List
Contingency Step 6.3 e Location Map
4.7. Counter check the size and/or weight of Store Supervisor e Approved Allocation
consignment List
e Pick list
e Shipment Plan
e ShippingDocuments
Page 68
4.9. UpdateBin Card Store Keeper e Pick list
e Shipping Documents
.
4.10. UpdateLocation map Store Supervisor e Pick list
e Shipping Documents
4.11. Approve and sign Shipping Documents Store Manager e Shipment Plan
and inform recipient/ official courier for e Pick
list
pick-up Shipping Documents
le
5. — Picking
—
Annex 21- PTR
Annex 22 -BL
Prepare Shipping Documents Annex 23 —RIS
v
Generate Pick List based on the Location Map and Shipment Plan
v
BB] Annex 7 — Location Map
Annex 20 — Pick List
Adjust quantity
—
No
6.1. Instruct Warehouse staffto correct invalid data entry in the location map and inventory (if
there are any) andupdate accordingly.
Page 69
6.3. If pickingand packing area is congested, facilitate transfer of stocks to a tentative vacantarea
in the warehouse to be used for assembling of items.
6.4. Instructthe Store helper/keeper to correct the discrepancy: return excess oradd deficient items
if there are any.
Page 70
Re
—
Pick and Pack
Prepare Shipping
Documents based on
Approved Allocation Generate Pick
List, Shipment Plan List Receive pick list
and/or Official
Cut-off: --- Mins.
Approved Request
Place items in
“> designated area for
packing Cut-off: --- mins.
vy
—
and/or weight of
ere
iil
consignment. Update
Location Map
|
v
Check assembled
shipments and update Update Bin Card
Location Map
1. PURPOSE:
To ensure accurate and timely dispatch ofhealth commodities to 3PL Courier/ recipients based on
the approved shipping documents following appropriate handling techniques.
2. SCOPE:
This procedure covers the releasing of commodities from the warehouse ensuring proper
documentation.
3. RESPONSIBILITY:
Title Responsibility
Store Manager Oversee and supervise warehouse staff in theirtasksduringandafter the
dispatch process. Countercheck Inventory Stock Keeping Records.
Consolidate and file carbon copy of stamped Shipping Documents and
ensureto send original copy to Payment Section and/or Accounting.
Store Supervisor Endorse assembled items and signed Shipping Documents for dispatch to
3PL/recipient. Prepare Gate Pass, ensure that Shipping Documents are
properly stamped andreceived by the 3PL/recipient. Update Monthly
Inventory and Outbound Records accordingly.
Store Keeper Assist in handing over items for dispatch to the 3PL/recipient, endorse
gate pass, and update inventory stock keeping records.
Page 72
temperature and relative humidity
measuring units to maintain its
temperature requirement during
transportation;
e Ifapplicable, ensure GPS and
Transportation monitoring
mechanisms are well-functioning.
4.6 Countercheck items for dispatch and prepare Store Keeper Gate pass
Gate Pass for signature of the approving
authority (Store Manager / Store Supervisor).
Endorse to 3PL/recipient.
77 Ensure that the 3PL representative/ recipient Store Keeper Shipping Documents
has properly stamped Shipping Documents Gate Pass
and Gate Pass with a copy of official IDas Waybill
attachment. Hand over to Store Manager for
counter checking and filing.
48 Update Outbound records and Monthly Store Inventory Stock Keeping
Inventory and endorse to Store Manager for supervisor Records
checking.
See Annex 9 — Outbound summary report
See Annex 10— Monthly Inventory
4.9 Update Stock Cards and endorseto thet Store Store Inventory Stock Keeping
Manager for checking. Supervisor Records
4.10 Consolidate, countercheck and file carbon Store Manager Shipping Documents
copy of Shipping Documents and gate pass Gate Pass
stamped by the courier/ recipient. Provide a
Page 73
copy to the Supply Officer and/or Monitoring
—
Unit.
.
signed Shipping Documents
v
Hand over Shipping Documents & items to
3PL/recipient for counter checking
¥
Supervise and countercheck in loading
commodities
v
Prepare and endorse Gate Pass
v
Ensure that 3PL / Recipient has properly PTR/BL/RIS
stamped the Shipping documents and Gate Annex 24 - Gate Pass
Pass I
v
Consolidate, countercheck and file carbon
copy of signed Shipping Documents and Gate PTR/BL/RIS
Pass. Provide a copy to Monitoring Team
6.1 Inform the warehouse manager and report to the courier pertaining to the incident. Reschedule
the releasing accordingly and provide supporting reports for the KPI monitoring ofthe 3PL.
6.2 Perform physical inspection of the warehouse to locate products. If products are located, update
the documents accordingly. If not, investigate, review all CCTVs if necessary and produce
Incident Report (See Annex 16) and inform the Store Manager and Supply Officer for proper
documentationand corrective actions.
6.3 Take photos ofthe damaged item/sand facilitate investigation on its occurrence. Produce Incident
Report (See Annex 16) and inform the Store Manager and Supply Officer for proper
documentationand corrective actions.
Page 74
DOCUMENTATION AND ATTACHMENTS:
7:15 BL
7.2. Gate Pass
7.3. Inventory Stock Keeping Records
7.4. PTR
7.5. RIS
7.6. Shipment Plan
7.7. Summary of Supplies and Materials Issued (SSMI)
Page 75
Dispatch
Rea
Notify security personnel
for incoming pick-
up/dispatch schedule and
Check appropriateness of
delivery vehicle
Hand over items to 3PL/ recipient for counter checking Cut-off: --- mins.
Cea
Supervise 3PL/recipient in
loading commodities
y
to 3PL/Recipient Cut-off: --- mins.
¥
Ensure that 3PL/recipient signs
Shipping Documents
Cut-off: ---mins.
Consolidate,
countercheck and file
carbon copy of signed Secure a receiving copy of
Shipping Documents and
Shipping Documents Cut-off: --- mins.
and Gate Pass. Provide
Gate Pass signed by 3PL
a copy to Monitoring
Team
Page 76
DOH-SCMS- WASTE MANAGEMENT FOR PHARMACEUTICALS AND
WOM-SOP-07
UNSERVICEABLE MEDICAL EQUIPMENT
1. PURPOSE:
To ensure that wastages in cases of product damage or expiration are managed in accordance with
latest waste management guidelines and legal standards.
2. SCOPE:
This procedure covers the handling of pharmaceutical wastes and unserviceable items upon
discovery untilits release from the warehouse for disposal/ replacement. This process must be
connected to the latest guidelines on pharmaceutical wa ste management by the DOH and
Commission on Audit (COA) in coordination with the Department of Environmentand Natural
Resources (DENR).
3. RESPONSIBILITY:
Title Responsibility
Supply Officer Inspect the pharmaceutical wastes’ damaged equipment with the End-user
and relevant offices and review the Inventory and Inspection Report of
Unserviceable Property (IIRUP) and Waste Materials Report (WMR) for
submission to the Accounting Unit.
Store Manager Review the Incident Report, counter check relevantdocuments and
pharmaceutical wa stes/ damaged equipment for dispatch. Prepareand
submit to Supply Officer the Inventory and Inspection Reportof
Unserviceable Property (IIRUP) and Waste Materials Report (WMR).
Store Supervisor Assist in the preparation of the Inventory and Inspection Report of
Unserviceable Property (IIRUP) and Waste Materials Report (WMR).
Counter check the stock keeping records and relevant documents for the
dispatch of pharmaceutical wastes/ damaged equipment
Store Keeper Facilitate updating of stock keeping records. Make a separate inventory for
the discovered pharmaceutical wastes’ damaged equipment for tracking
purposes.
Security Perform security protocols at the start and end of the dispatching process for
pharmaceutical wastes/ damaged equipment. Facilitate separate
documentation forallitems and quantities released.
4. PROCEDURE:
Page 77
Ref. Key Step Responsible Reference Document/Record
No.
4.1 Upon discovery of potential Store Manager e Incident Report
pharmaceutical wastes or damaged Store Supervisor e Inventory stock
equipment in the Store Keeper
warehouse/storeroom, immediately Store Helper
inform the Store Manager and Security Officer
facilitate investigation. Take photos
asnecessary and fill-up the Incident
Report (IR)
77 Put appropriate label to the stack of Store Keeper Product label indicating
pharmaceutical wastes/used vials/ Store Helper “potential pharmaceutical wastes/
used and/or damaged equipment for damaged equipment”
proper identification
Page 78
otherrelevant office, prepare the
Inventory and Inspection Report of
Unserviceable Property (IIRUP)
and Waste Materials Report
(WMR)of COA
Or
4.8 Prepare the Gate Pass forthe Store Keeper Gate Pass
dispatch ofthe pharmaceutical
waste/ damaged equipment.
Page 79
4.10 Updatestock keepingrecords Store Supervisor e Inventory
Store Keeper e Stock/Bin cards
e Outbound summary Report
Page 80
5. PROCESS FLOW DIAGRAM: SOP 7 — Waste Management for Pharmaceuticals and
Unserviceable Equipment
LL
s Y
Facilitate investigation upon discovery of potential pharmaceutical wastes/ damaged
equipment
*
Annex 16 — Incident
Take photos as necessary and fill-up the Incident Report Report
v
Transfer the discovered pharmaceutical or damaged equipment to a separate area to
prevent mix-up with other good items
¥
Segregate and make an inventory the discovered potential pharmaceutical wastes/
of
damaged equipment
v
Put a label to identify the product stacks and equipment as potential wastes/damaged
v
Prepare request for Inspection and Disposition and secure the schedule for inspection of
the potential pharmaceutical wastes or damaged equipment with the End-user and
relevant offices
v
Inspect the discovered potential pharmaceutical waste/ damaged equipment with the
End-User and relevant offices
Inventory Inspection &
¥ Report of Unserviceable
Property (ITRUP)
If the pharmaceutical products and/or equipment are no longer viable for use based on
_—
the inspection of the End-user and other relevant office, prepare the IIRUP and WMR ‘Waste Management
Report (WMR)
v
Schedule the dispatch to the identified 3PL
_——
Prepare the Gate Pass for the dispatch of the pharmaceutical waste/ damaged equipment. Annex 24 — Gate Pass
v
Counter check the documents, quantity and actual item during dispatch of
pharmaceutical wastes/ damaged items
v
Update stock keeping records and consolidate, countercheck and maintain carbon copies
of Relevant Documents for review of the Supply Officer
v
Review the documents and submit the report to the Accounting unit to facilitate
dropping from the books of account
Page 81
6. CONTINGENCIES: CORRECTIVE ACTIONS:
7.1. GatePass
7.2. Incident Report
7.3. Inventory Inspection & Report of Unserviceable Property
7.4. Waste Management Report
Page 82
Waste Management for Pharmaceuticals and unserviceable equipment
7
BIR
y
RII CE Store Supervisor Store Manager Supply Officer
=a
equipment a separate area to
prevent mix-up with other good
items
v
Puta label to identify the product stacks and equipment as potential
=>
Prepare request for Inspection and Disposition and secure the schedule for Inspect the discovered potential
wastes/damaged inspection with the Supply Officer, End-user and relevant offices pharmaceutical waste/ damaged
equipment with the End-User
and relevant offices
v
Prepare the IIRUP and WMR
Vv
7 Schedule the dispatch
identified 3PL
to the
Page 83
DOH-SCMS-
WOM-SOP-08-A REVERSE LOGISTICS: PRODUCT RECALL
1. PURPOSE:
To ensure that reverse logistics are well coordinated between Central, Regionaland Local levels
when product recall is necessary due to manufacturing defects, contamination and other quality and
safety concerns associated with the product.
2. SCOPE:
This procedure covers the handling of items for recalluponreceiving of notice to facilitatereverse
logistics in coordination with Supplier(s), Manufacturer(s) and/or the upper tiers (DOH Central or
Regional Offices).
3. RESPONSIBILITY:
Title Responsibility
Supply Officer Communicate with Store Manager the notice for products recall.
Coordinate with relevant offices/entities involved in the reverse logistics
process. Counter check relevant documents in the process of reverse
logistics.
Store Manager Ensure that the procedures and associated documentations are performed
accordingly by warehouse staff. Assist in coordination with relevant
offices/ entities involved in the reverse logistics process.
Store Supervisor Counter check stock keeping records and ensure that relevant documents
are filed
accordingly forreference and tracking. Assist the Store
Manager in
coordinating with relevant offices entities involved in the
reverse logistics process.
Store Helper Segregate products forrecalland store in a separate area ensuring that
appropriate label is attached onthe items while waiting for release.
Security Perform security protocols at the start and end of the dispatching process
forproducts forrecall. Facilitate separate documentation forall items
and quantities released.
4. PROCEDURE:
Page 84
specific batch/lot/serial number
forrecallin the inventory
431 Schedule the pick-up with the Store Supervisor e Stock Card
identified 3PL to the lower tier e Outboundrecords
(establishments or
facilities) under
your jurisdiction where items with
the specific batch/lot/serial
number for recall are located
ia Puta label “Product Recall” to the Store Helper Product label indicating
stack for proper identification “For Product Recall”
4.6 Prepare the PTR/BL and Gate Store Keeper * Notice forproductrecall
isfor
Pass (indicating the item PTR/BL
recall) * GatePass
See Annex 21— PTR
See Annex 22-BL
See Annex 24— Gate Pass
Page 85
4.7 Counter check the documents, Store Manager Notice forproductrecall
quantities and actual item for Store Supervisor PTR/BL
recall during dispatch process. Gate Pass
Ensure that relevant Documents
and gate pass are stamped as
received by the 3PL
Page 86
L.
5. PROCESS FLOW DIAGRAM: SOP 8-A — Reverse Logistics: Product Recall
the inventory?
RX lower tier?
———
Pick items fromthe storage area and segregate Upon retrieving the items for
recall from the lower
tier, segregate and storeto a separate area while
to a separate area while waiting for its release waiting for its release
Schedule the dispatch with the upper tier Schedule the dispatch with the Supplier and
(DOH Central or Regional Office) inform the upper tier of the product recall
See Annex 21 -
PTR
_—
See Annex 22 - BL
Prepare the PTR/BL and Gate Pass Annex 24 — Gate Pass
J
Counter check the documents, quantity and actual item for
recall during dispatch process
See Annex 64 Bin Card
J See Annex 68 — Stock Card
See Annex 9 — Outbound
Update stock
PARE socK ki ds
eanBeRONY mmaryrepon.
See Annex 10 — Monthly
1 Inventory
Page 87
6. DOCUMENTATION AND ATTACHMENTS:
. Bill of Lading
. BinCard
. Gate Pass
. Location Map
. Notice of Recall
. Property Transfer Report
. Outbound summary report
. Stock Card
Page 88
Reverse Logistics: Product Recall
y v
Schedule the pick-up with the
Searegate and store toa separate the items identified 3EL to recipient
area while waiting for
.
its
:
release [4 Receive for recall from
the lower tier
. [€— where items with the specific
batch/lot/serial number for recall
are located
Prepare the PTR/BL and Gate Counter check the documents, quantity and actual item for recall during
Pass [> dispatch process. Ensure that relevant Documents and gate pass are
LL
stamped as received by the 3PL
eh
EEE
v
Pre
rll 5 \
' Provide information and |
Update Stock Keeping Records [1p] Consolidate, countercheck and maintain carbon copies of Relevant
Documents for filing and review of Suoplv Officer as necessarv I»! |
documents relative to the
release of recalled product
|
|
DOH-SCMS- |REVERSE LOGISTICS: PULLING ITEMS FROM LOWER TIERS FOR
WOM-SOP-08-B
REDISTRIBUTION
1. PURPOSE:
To ensure that reverse logistics are well coordinated with health programs and between Central,
Regionaland Local levels when product re-distribution is necessary due to re-allocation or stock
re-alignment.
2. SCOPE:
This procedurecovers the process of pulling items from lower tiers for redistribution to other
facilities to balance stock and prevent stock-out and/or expiration.
3. RESPONSIBILITY:
Title Responsibility
Supply Officer Analyze stock status of health commodities in lower tier warehouses and
health facilities. Determine if stock realignment is necessary. Coordinate
with relevant offices/ entities involved in the reverse logistics process.
Counter check relevant documents in the process of reverse logistics for
re-distribution.
Store Manager Ensure that the procedures and associated documentations are performed
accordingly by warehouse staff. Assist in coordination with relevant
offices/ entities involved in the reverse logistics process.
Store Supervisor Counter check stock keeping records and ensure that relevant documents
are filed accordingly forreference and tracking. Assist the Store
Manager in coordinating with relevant offices’ entities involved in the
reverse logistics process.
Store Keeper Updatestock keeping records and assist in the process of receivingand
dispatch of products forredistribution.
Store Helper Facilitate receiving of items from lower tiers, picking & packing of’
products forre-distribution and hand over to 3PL ensuring that
necessary documents arestampedas received.
Security Perform security protocols at the start and end of the receiving and
dispatching process. Facilitate separate documentation forallitems and
quantity released.
4. PROCEDURE:
Page 90
4.2 When stockrealignmentis Supply Officer Notice for product
necessary to balance stock status reverse logistics
across warehouses and/or facilities
under your office’s jurisdiction, Stock realignment order/
notify health programs and/or re-allocationorder
supply planning unit and seek
approval on stock re-alignment/
re-allocation.
e Item description
e Batch/lot number
e Expirationdate
e Unitof measure
e Quantity
e Volume in CBM orLiters
e Estimateddate andtime of
pick up
4.5 When the items arrived in the Store Manager Notice forproduct
warehouse, perform routine Store Supervisor reverse logistics
warehouse activities (receiving, Store keeper
put-away, storage) Store Helper Stock realignment order/
re-allocationorder
4.7 Whenallitems are complete, Store Manager
perform routine preparationand Store Supervisor
dispatch process to the new Store keeper
recipient(s) of items basedon the Store Helper
stock re-alignment order and/or
allocation list
4.8 Prepare shipping documents Store Keeper/Office Clerk Notice for product
reverse logistics
See Annex 21- PTR PTR/BL/RIS
See Annex 22-BL Gate Pass
See Annex 24— Gate Pass
4.9 Counter check the shipping Store Manager Notice for product
documents, quantitiesandactual Store Supervisor reverse logistics
item during dispatchprocess. Stock realignment order/
Ensure that relevant Documents re-allocationorder
Page 91
and gate pass are stamped as PTR/BL
received by the3PL orin-house Gate Pass
transport services.
Page 92
5. PROCESS FLOW DIAGRAM: SOP 8-B — Reverse Logistics: Pulling items from Lower
Tiers for Redistribution
bee
Is stock re-
alignment Continue monitoring
necessary?
Notify health programs and/or supply planning unit and seek approval
on stock re-alignment/ re-allocation
I
send notification (via email or eLMIS) to lower tiers and inform them
on items that will be pulled out from their warehouses and/or health
facilities for re-distribution to other facilities
v
When all
items are complete, perform routine preparation and dispatch
process to the new recipient(s) of items based on the stock re-
alignment order and/or allocation list
em
A 4
See Annex 21 — PTR
See Annex 22 - BL
Prepare shipping documents Annex 24 — Gate Pass
Y
Counter check the shipping documents, quantity and actual item during
dispatch process. Ensure that relevant Documents and gate pass are
stamped as received by the 3PL or in-house transport services
See Annex 6A — Bin Card
See Annex 6B — Stock Card
y
See Annex 9 — Outbound
Update stock keeping records summary report
See Annex 10 — Monthly
Inventory
Page 93
DOCUMENTATION AND ATTACHMENTS:
Page 94
—
Reverse Logistics: Pulling Items from Lower Tiers for redistribution
Office ites
Pn Eh
5:
RIE CBIGCTS Store Supervisor
%
Store Manager RIA iE
on
%
When the items arrived in the warehouse, perform routine warehouse activities (receiving, put-away, storage)
y
‘When all items are complete, perform routine preparation and dispatch process to the new recipient(s) of items based on the stock realignment order and/or
allocation list
Prepare
shipping <
documents
Counter check the shipping documents, quantity and actual item during
——
dispatch process. Ensure that relevant Documents and gate pass are stamped
L
1. PURPOSE:
To ensure that reverse logistics are well coordinated with health programs and between Central,
Regions and Local levels when product re-distribution is necessary due tore-allocation or stock
realignment.
2. SCOPE:
This procedurecovers the releasing of items that will be pulled by the uppertiers (DOH Central or
Regional Offices) for redistribution.
3. RESPONSIBILITY:
Title Responsibility
Supply Officer Coordinate with relevant offices entities involved in the reverse
logistics process. Counter check relevant documents in the process of
reverse logistics.
Store Manager Ensure that the procedures and associated documentations are performed
accordingly by warehouse staff. Assist in the coordination with relevant
offices/ entities involved in the reverse logistics process.
Store Supervisor Counter check stock keeping records and ensure that relevant documents
are filed accordingly forreference and tracking. Assist the Store
Manager in coordinating with relevant offices’ entities involved in the
reverse logistics process.
Store Keeper Updatestock keeping records and assist in the process of dispatch of
products for redistribution.
Store Helper Facilitate picking & packing of products for redistribution and hand over
to 3PL ensuring that necessary documents are stamped as received.
Security Perform security protocols at the start and end of the dispatching
process. Facilitate separate documentation forall items and quantities
released.
4. PROCEDURE:
Page 96
available and distributed already,
coordinate with the health
program/ supply planning unit.
Otherwise, proceed to the next
step.
2) Yourown3PL orin-
house transport services,
if available.
Page 97
4.10 Consolidate, countercheck and Store Manager Notice forproduct
maintain carbon copies of reverse logistics
Relevant Documents for filing and Stock keepingrecords
review of Supply Officeras Outbound records
necessary
Page 98
5. PROCESS FLOW DIAGRAM: SOP 8-C — Reverse Logistics: Releasing Items Forre-
distribution
Already
Are the items in
distributed to
the inventory? lower tier?
X v
yy
yy
Schedule the dispatch with the 3PL (upper tier or your own
3PL/in-house transport service)
__—
—
Inventory
y
Consolidate, countercheck and maintain carbon copies of Relevant
Documents for filing and review of Supply Officer as necessary
Page 99
DOCUMENTATION AND ATTACHMENTS:
Page 100
Reverse Logistics: Releasing Items For redistribution
Check the inventory of the product with the specific batch/lot/serial | Provide information upon 1
l reverse logistics i
If the item is in the inventory, pick items from the storage area and
segregate to aseparate area while waiting for its release
y
Put label to the stack for proper Schedule the dispatch with the
identification identified 3PL
Prepare the PTR/BL and Gate Counter check the documents, quantity and actual item during dispatch
Pass Be process. Ensure that relevant Documents and gate pass are stamped as
received bv the 3PL
v
~ To —_—————————
Provide informationand
1
|p
ae : 1
Update Stock Keeping Records [ip] Consolidate, countercheck and maintain carbon copies of Relevant
Documents for filing and review of Supply Officer as necessary
1
|
to
documents relative the
release of the product
|
J
1
Page 101
DOH-SCMS-
WOM-SOP-09 EMERGENCY SUPPLY CHAIN MANAGEMENT
1. PURPOSE:
To ensure that warehouse staff comply with the latest guidelines on emergency supply chain
management.
2. SCOPE:
This procedurecovers the handling of items in the warehouse for emergency supply chain
management in cases of disaster, calamity and other public health emergencies.
3. RESPONSIBILITY:
Title Responsibility
Supply Officer Ensure to communicate all relevantand latest guidelines on emergency
supply chain management to the Store Manager.
Store Manager Ensure that warehouse staff comply with the existing Policy and
Guidelines on Logistics Management in Emergencies and Disasters
(DOH AO No. 2012-0013) its future revisions and other relevantnew
guidelines for emergency supply chain management.
Store Supervisor Supervise staff in performing warehouse activities ensuring that there
would be no delays in processing commodities in compliance with the
relevantand latest guidelines on emergency supply chain management.
Store Keeper Ensure that stock keeping records are maintained and updated during the
emergency supply chain management processes.
4. PROCEDURE:
e Otherrelevantandnew
guidelines for
emergency supply chain
management
Page 102
4.2 Perform thesameroutine activities Store Manager Allrelated SOPs,
and documentation during receiving, Store Supervisor documents, and records
put-away, storage, pick & pack,and Store keeper in warehouseoperations
dispatch ofhealth commodities for Store Helper
emergencies. Security Personnel
4.3 For Donation during public health Supply Officer DOH Administrative
emergencies or disasters-before Store Manager OrderNo. 2012-0013
accepting donations, ensure that
health commodities: DOH Administrative
OrderNo. 2020-0001
® Are relevant for emergencies.
Presidential
Administrative Order
e Registered foruse in the No. 27,5.2020
country (except for those with
emergency authorization).
e Havebeencoordinated with
and cleared by thehealth
emergency management
bureau, health programs or
supply planning unit to
determine allocation and
projected consumption to
prevent wastages or
mismanagement of donations.
Page 103
14 For Emergency procurement: Supply Officer DOH Administrative
Store Manager OrderNo. 2012-0013
Ensure to coordinate with the
health emergency
management bureau, health
programs and supply planning
unit to ensure availability of
funds for logistics needed
during emergencies and
disasters. At least 5% of the
Maintenance and Other
Operating Expenses
(MOOE) shall be allotted
annually solely for this
purpose which should be
accessible at any given time.
Monitortheinventory of
health commodities for
emergencies within your
warehouse as well as those
warehouses and facilities
underyour jurisdiction.
Page 104
4.6 Pre-positioning: Supply Officer eo
DOH Administrative
Store Manager OrderNo. 2012-0013
e Thelist of health
commodities for emergency
and volume of stocks to be
stockpiled must be
coordinated with health
emergency management
bureau, health programs and
supply planning unit based on
the latest guidelines/ policies.
e Ifyourwarehouse locationis
considered strategic, ensure to
stockpile emergency health
commodities for quickand
ready access.
e [fwarehouses and/orhealth
facilities under your office’s
jurisdiction areconsidered
strategic location, ensure to
deliver/replenish emergency
health commodities to them
forstockpilingand
maintenance of theidentified
stock level.
Page 105
4.73 Puta labelto the stack for proper Store Helper Allocation List/
identification Requisition Order
Page 106
DOH-SCMS-
WOM-SOP-10 COLD CHAIN MANAGEMENT
1. PURPOSE:
To ensure that warehouse staff comply with the latest guidelines on cold chain management.
2. SCOPE:
This procedure covers the basic handling of items in the warehouse requiring cold chain
management.
3. RESPONSIBILITY:
Title Responsibility
Supply Officer Ensure to communicate all relevantand latest guidelines on cold chain
management to Store Manager. Communicate needed budget to
maintain cold chain infrastructure and equipment.
Store Manager Ensure that warehouse staff comply with the existing Policies and
Guidelines on Cold Chain Management and its
future revisions. Submit
budget request to maintain cold chain infrastructure and equipment.
Store Supervisor/ Supervise staff in performing warehouse activities ensuring proper cold
Cold Chain Specialist chain managementthroughout warehouse operations.
Store Keeper Ensure that stock keeping records are maintained and updated during the
cold chain management processes. Ensure that vaccines and other health
commodities are stored based on its tem perature range requirements.
Cold Chain Technician Ensure that necessary cold chain equipmentare complete and functional
Ensure budget computation to facilitate Preventing Maintenance and
reportson cold chain equipment.
4. PROCEDURE:
Page 107
potency orif administered may result
in sterile abscess, which is
consideredanadverseevent
following immunization (AEFI).
Hence, it is importantto know the
specifications of vaccines and its
storage requirements. Please refer to
the latest guidelines on vaccine
storage requirements.
Page 108
excursions that may potentially cause
damage to the vaccines.
updates/revisions.
Page 109
e Arrange vaccines appropriately in the
refrigerator.
Page 110
4.7.3Proper placement of Temperature
Monitoring Devices inside the Cold Room/
Freezer Room:
Page 111
IMPORTANT NOTES:
e Thereare different types of
temperature monitoring devices for
vaccines, ensure to choose according
to the latest standards.
Page 112
Fordetailed steps, youmay referto Chapters
5 & 6of the Cold Chain Logistics
Management Manual of Operations — 5™
Edition (2018) and/or its latest updates.
Page 113
Operations — 5™ Edition (2018) and its
latest updates/revisions.
Any situation that puts vaccines at risk is Store Manager Cold Chain Logistics
considered an emergency. An emergency Store Supervisor ManagementManual of
could be a cold chain equipment breakdown, Cold Chain Specialist Operations — 5" Edition
a majorpower supply failure, a transport (2018)
emergency, and similar situations. Store
manager, Cold chain specialist and Future updates on Cold
storekeepers at alllevels of the cold chain Chain Management
system are responsible for emergency guidelines
response. Thus, specific actions and
contingency plans should be clearly laid out,
disseminated, understood, and followed.
e Reviewingandrehearsing the
procedures in the plan at least once a
yearto ensure thatit is still valid.
5.1. Cold Chain Logistics Management Manual of Operations — 5" Edition (2018)
5.2. Routine Warehouse Forms/Reports
Page 114
Page 115
LIST OF REFERENCES
5. DOH Administrative Order No. 2013-0027: Good Distribution and Good Storage
Practice
8. John Snow, Inc. 2017. The Supply Chain Manager’s Handbook, A Practical Guide to
the Management of Health Commodities. Arlington, Va.: John Snow, Inc.
9. Republic Act No. 9711 otherwise known as the “Food and Drug Administration Act
02009”
10. Republic Act No. 9184 otherwise known as the “Government Procurement Reform
Act”
11. Republic Act No. 11223 otherwise known as the “Universal Health Care Act”
12. World Health Organization, Technical Report Series, No. 957,2010 - Annex 5
Page 116